EXECUTIVE LEADERSHIP COMMITTEE TELECONFERENCE

Transcription

1 EXECUTIVE LEADERSHIP COMMITTEE TELECONFERENCE Date: Thursday, May 29, 2008 Chair: Attendees: D. Brown J. Deckrow, R. Roth, Recording Secretary: N. James Tapley Absent: J. Horvath I. TELECONFERENCE COMMENCEMENT Teleconference call to order at 2:00 p.m. EST II. WEMCO ANTITRUST GUIDELINES Teleconference conducted in accordance with the WEMCO Antitrust Guidelines III ANNUAL MEETING 1. Confirmed Speakers for the 2009 WEMCO Annual Meeting J. Deckrow confirmed that the following speakers are scheduled to participate in the 2009 WEMCO Annual Meeting: a. Chris Ebeling of Linde Canada b. Alan Beaulieu of Institute for Trend Research c. Dick Couch of Hypertherm Craig Loos is reasonably optimistic about obtaining United Stationers, Inc. as a presenter at the 2009 Annual Meeting; however, D. Wilkinson is not as confident about Caterpillar s participation at the meeting. Because Caterpillar was a featured speaker at another industry event, they felt that they were unable to add value to the 2009 WEMCO Annual Meeting. 2. Private Labeling A conference call to discuss private labeling is scheduled for May 30, 2008, with D. Brown, D. Wilkinson and D. Peters. D. Brown will inform the committee of the outcome of this teleconference. 3. Open Slots for 2009 Annual Meeting Presenters There are still a number of substantial opened slots for the 2009 Annual Meeting. D. Brown suggested discussing this issue at the WEMCO Executive Meeting on June 12, 2008, to see if the meeting attendees have significant leads or contacts with any of the 2009 prospects. IV. SITE INSPECTIONS H:\MEETINGS\MTG - Teleconferences\EXECUTIVE\ \Exec_Leadership_ doc Page 1 of 6

2 1. Scheduled Site Inspections N. Tapley is scheduled to visit the following sites on May 30 June 2, 2008: a. Arnold Palmer s Bayhill Club and Lodge Orlando, Florida b. Villas of Grand Cypress Orlando, Florida c. Waldorf=Astoria Orlando Construction Site Orlando, Florida d. PGA National Resort Palm Beach Gardens, Florida N. Tapley will submit a report regarding these site inspections at the June Executive Meeting. 2. Sundial Beach and Golf Resort on Sanibel Island N. Tapley informed the committee that since the gulf coast of Florida is a desired destination for WEMCO, the Sundial Beach and Golf Resort may be a possibility for the 2010 Annual Meeting. The resort is a first class boutique property located on Sanibel Island. J. Deckrow mentioned that although he is not familiar with the resort, he is quite familiar with the area, which is fairly quaint and isolated. D. Brown suggested postponing any further inquiries and site inspections until after the intended teleconference with Mike Simmons, RWMA Chair. The purpose of the teleconference is to discuss the possibility of the two committees collaborating. Currently, Simmons is out of town; however, a teleconference may still be possible if arranged via Skype. Susan Hopkins, RWMA Program Chair, has sent an e mail to Simmons requesting the teleconference, and is awaiting his response. The teleconference will be attended by D. Brown, and B. Roth. 3. Proposed teleconference with the chairs from WEMCO and RWMA B. Roth supported D. Brown s efforts to schedule a teleconference to speak with Simmons about WEMCO possibly collaborating with RWMA. He said that although Simmons may be opened to the conjoining of both WEMCO and RWMA annual meetings, it is important to note that RWMA s schedule consist of a fall and spring meeting. a. The Fall Meeting RWMA s annual meeting. Usually takes place in October and in warm weather cities. b. The Spring Meeting RWMA s working meeting. Usually takes place in a city where one of the RWMA members resides. This meeting also includes a local tour. B. Roth proposed that both committees vary its mindset and consider adjusting the RWMA fall annual meeting to a winter annual meeting, which would allow both RWMA and WEMCO to collaborate and conjoin its annual meetings. RWMA could still incorporate a late spring or early summer working meeting, and enjoy the warm weather in any city where RWMA members agree to host the meeting. J. Deckrow pointed out that if there is interest from RWMA to collaborate with WEMCO and conjoin both annual meetings, it will change the size of the group (practically doubling in size), and impact the possible site locations for 2010 H:\MEETINGS\MTG - Teleconferences\EXECUTIVE\ \Exec_Leadership_ doc Page 2 of 6

3 potentially ruling out properties such as the Mission Inn in Howey in the Hills, Fla.; and the Villas of Grand Cypress in Orlando, Fla. Larger properties will have to be considered such as the PGA National Resort in Palm Beach Gardens, Fla., or Sundial Beach and Golf Resort on Sanibel Island, Fla. J. Deckrow also recalls that RWMA operates on a different type of budget than WEMCO, and usually prefer hotels that are mid priced and more economical. V. POSSIBLE MEETING INCREASE FOR WEST COAST MEETINGS During the WEMCO Executive Meeting this past January, D. Wilson proposed a meeting fee increase for west coast meetings since typically west coast meetings are more expensive. N. Tapley mentioned that WEMCO successfully maintained its budget during the 2008 Annual Meeting in Longboat Key, Fla. She added that savings was primarily because AWS is tax exempt in the state of Fla. She also pointed out that the 2009 Annual Meeting will probably be more expensive at the Rancho Bernardo Inn in San Diego, Calif.; however, she does not perceive a similar financial situation that WEMCO experienced during the 2007 Annual Meeting in Palm Springs, Calif., or during the 2005 Annual Meeting in Tucson, Ariz. N. Tapley proposed that WEMCO consider adjusting their expectations when conducting meetings in Calif., and consider first class resorts rated 3 stars, as opposed to deluxe class resorts rated 4 stars. This adjustment will be most beneficial when attempting to maintain the WEMCO budget. D. Brown suggested that we discuss this possibility during the WEMCO Executive Meeting in Chicago, on June 12, VI. COMMITTEE UPDATES 1. Visual Depictions J. Deckrow suggested that during the delivery of the committee updates at the June Executive Meeting, the sub committee chairs should be informed that WEMCO is making an effort to bring more value to the committee updates, and brief visual depictions will be expected during the 2009 Annual Meeting. The visual depiction could consist of a one slide PowerPoint with a couple of bullets. J. Deckrow also suggested creating a template for the committee chairs. D. Brown agreed with his suggestion, and also suggested creating a set schedule for the chairs to submit their reports. N. Tapley informed the committee that a mini schedule was created and sent to the chairs regarding their reports for the newsletters. The schedule was sent on March 4, 2008, and reflected the following dates: Release Date Report Deadline March 21, 2008 March 14, 2008 June 20, 2008 June 13, 2008 September 19, 2008 September 12, 2008 December 19, 2008 December 12, 2008 D. Brown would like to discuss the schedule further at the June Executive Meeting in Chicago. H:\MEETINGS\MTG - Teleconferences\EXECUTIVE\ \Exec_Leadership_ doc Page 3 of 6

4 D. Brown also mentioned that he would like to discuss the sub committee chair positions. This topic will be added to the meeting agenda as item #8, and will come after the GAWDA Liaison Committee Update. This topic will also lead into the next discussion concerning the sub committee chair terms. VII. WEMCO GOVERNANCE 1. Note Change the title on the meeting agenda from Sub Committee Chair Terms to WEMCO Chair Terms N. Tapley reported that executive committee and sub committee lists were created based on the information obtained during her time with WEMCO. The lists include the names, WEMCO titles, the year each term began and the year each term end. D. Brown has asked N. Tapley to include these lists as exhibits in the June Executive Meeting Agenda so that it can be reviewed for accuracy at the meeting. He added that by including the member s name and the date of the member s current position on the committee, it would provide a clearer understanding of the individuals that are due for reaffirmation, or need to be replaced due to the end of their rotation. 2. Terms for Sub committee Chairs D. Brown asked for the committee s opinion concerning assigning terms to the sub committee chairs. J. Deckrow said that terms would allow new committee chairs to provide WEMCO with fresh ideas. Chairs should not feel obligated to remain a chair forever; thus, D. Brown felt that a two year term is reasonable for the committee chairs. The committee agreed to make a motion at the June Executive Meeting to establish two year terms for the sub committee chairs. The executive committee will then vote on this motion. D. Brown pointed out that there is nothing formalized in the WEMCO Rules of Operations concerning the reaffirmation process outline. He felt that since WEMCO is flourishing, there needs to be a more detailed format, and suggested formalizing this process once committee chair terms are officially established. He added that the WEMCO Rules of Operations should state the process for reaffirmation, or the choice to opt out once chair terms are completed. B. Roth said that it is good governance, and the committee agreed that this process should be formalized, and clearly stated in the WEMCO Rules of Operations. 3. Rules of Operation Duties and Responsibilities of the Officers Section 7.1 in the WEMCO Rules of Operation, need to include the formal duties of the past chair. This information should be listed after the 2 nd vice chair duties. N. Tapley will add this information to the WEMCO Rules of Operations, and submit it to D. Brown for his review and approval. VIII. COMPANIES ELIGIBLE FOR WEMCO MEMBERSHIP Dennis Brown pointed out that this topic stemmed from an e mail regarding Praxair Distribution, Inc. The areas that need to be discussed are: 1. Wholesalers involvement with WEMCO H:\MEETINGS\MTG - Teleconferences\EXECUTIVE\ \Exec_Leadership_ doc Page 4 of 6

5 2. Different membership tiers or/and classifications with WEMCO. B. Roth felt that this is an important area that WEMCO needs to define. Other associations deal with different classes of memberships that allow individuals to obtain committee information, and attend the committee meetings, but do not allow them to have voting rights. He is an advocate of moving to a tier/classification type membership. J. Deckrow felt that since there will be many opinions represented at the June Executive Meeting, it is important for WEMCO to have this discussion. He also pointed out that by allowing distributors to become WEMCO members, it could potentially affect the subject matter at the WEMCO Annual Meetings. D. Brown would like to include the excerpts from the e mail as an exhibit in the meeting agenda. IX. LUNCH IN CONJUNCTION WITH THE IMAGE OF WELDING AWARDS CEREMONY During the WEMCO Executive Meeting this past January, it was suggested to incorporate a WEMCO Luncheon with the Image of Welding Awards Ceremony may allow the opportunity to encourage individuals to become more involved with WEMCO and the Image of Welding Committee; however, the potential issues are: 1. Who will pay for the luncheon? WEMCO or AWS? 2. Can it be arranged by N. Tapley? 3. What type of presentations should WEMCO make if any? The committee did agree that it would be an excellent way to get the WEMCO Executive Committee to attend. D. Brown suggested that the WEMCO members invite a non WEMCO member as guest to the Image of Welding Awards ceremony and conclude the invitation with lunch. This opportunity will further be discussed during the June Executive Meeting. X. FINANCIAL 1. WEMCO Financials N. Tapley informed the committee that the WEMCO financials will be submitted as an exhibit by Frank Tarafa. The financials will be discussed by Ray Shook, AWS Executive Director. 2. WEMCO Expenditures D. Brown inquired about the actual WEMCO expenditures during the 2008 Annual Meeting in Longboat Key, Fla. N. Tapley stated that the WEMCO financial report will be attached to the meeting agenda, and will also be available at the meeting. D. Brown mentioned that in 2005, the expenditures for the WEMCO Annual Meeting on the west coast were $71,000; in 2006, the Annual Meeting expenditures on the east coast were $39,000; and in 2007, the Annual Meeting expenditures on the west coast were $76,000. He pointed out that it appears to be a significant difference between the Annual Meetings on the east and west coasts, and that it would be interesting to see the expenditures for the upcoming 2009 Annual Meeting. He stated that this H:\MEETINGS\MTG - Teleconferences\EXECUTIVE\ \Exec_Leadership_ doc Page 5 of 6

6 issue should remain on the agenda for further discussion during the Executive Meeting in June. 3. Allocation of ISAC Funds Allocation of ISAC funds remain on the agenda for further discussion at the June Executive Meeting. XI. ADVERTISING IN THE WEMCO DIRECTORY N. Tapley informed the committee that the WEMCO Membership Directory is mainly available at various shows and exhibits where AWS is a participant. The directories are also available in PDF format on the WEMCO Web site. D. Brown suggested mailing the directory to the GAWDA member with an introductory letter. The committee felt that this was a great way to add value to the directory. He also suggested incorporating an annual calendar and fold out membership application in the directory. J. Deckrow said that it is probably difficult to encourage WEMCO members to advertise in a membership directory for WEMCO members. This topic will be discussed further at the June Executive Meeting. XII. PERSONALIZED EMBOSSED INVITATIONS TO WEMCO MEMBERS AND WEMCO PROSPECTS During the WEMCO Executive Meeting this past January, S. Smith and J. Horvath suggested mailing professional embossed 2009 Annual Meeting invitations to all WEMCO members and WEMCO prospects. This topic will remain on the agenda (under Program Committee updates) for further discussion during the June Executive Meeting. N. Tapley will revise the agenda as discussed during this teleconference. A second copy of the Meeting Agenda will be submitted to D. Brown, J. Deckrow, B. Roth, and J. Horvath for their review and approval. She also stated that a copy will be e mailed to all attendees prior to the meeting, and a hard copy will be left at the front desk upon their arrival. XIII. TELECONFERENCE ADJOURNMENT The Teleconference adjourned at 2:46 p.m. EST H:\MEETINGS\MTG - Teleconferences\EXECUTIVE\ \Exec_Leadership_ doc Page 6 of 6